Certifications

Requires Configuration

This feature is customized per client. For more information, please contact your Euclid Support Analyst.

The ClearVantage Certification Management module is tightly linked to the Events Management module, greatly streamlining the certification process. You can define certification requirements (and enforce these requirements via customized certification templates), track continuing education units, record number and letter grades, analyze test scores by numerous factors (age, income, education level, specific events, trainers, etc.), identify groups of individuals with specific certifications (e.g., to offer additional educational programs), and print customized, desktop publishing-quality letters and certificates. Its tracking ability is so powerful that membership status and member type can be automatically updated when a member receives a certain certification.

Creating Certification and Master Certification Types

Certification Types allow you to classify continuing education units (CEUs) into particular certifications, and access the detailed information on each event, test or granting of credit. Master Certifications allow you to track the time period during which credits towards a certification can be accumulated or that the certification is valid. Master Certifications also summarize the individual credits earned towards the Certification Type for the appropriate time period.

Add Certification Types

From the Main Menu:

1. Select Administration | Edit Certification Types

2. Click the Add Certification button

   

3. Complete the required fields and any additional information available.

   1. Certification CD: This is the reference code for this certification

   2. Title: Enter the title of the certification

   3. Description: Provide an overview of the certification

   4. Requirements: Enter any requirements that serve as prerequisites.

   5. Length: Provide the length of the certification term.

   6. Renewal: Select the renewal pattern.

   7. Certification Type: Select the type from the drop down.

   8. Applies To: Select if this certification applies to individuals or organizations.

   9. Auto Renew?: Check this box if the certification should auto renew.

   10. Master Cert: Check this box if this is a Master Certification.

   11. On Web: Check this box if the certification should appear on the web.

   12. Credits: Complete the CEU information required to earn this certification.

4. Click the Save button.

Add Master Certification Types

In order to track time periods and cumulative CEU credits using Master Certifications, you must create a Master Certification Type and link it to the Certification Type. This defines which Certification Types are being tracked by a particular Certification Master.

To be clear, a Master Certificate is what is ultimately earned, the lower-level certificates feed up to the master level Certificate. In order for the Master to be purchasable, you must also configure a product for it that shares the same Product Code.

From the ClearVantage Main Menu:

1. Select Administration | Edit Certification Types

2. Make sure all the Certifications you want to track in the Master Certification have been created. You can add additional later, but creating them first is the recommended course of action.

3. Click the Add Certification button

4. Follow the Steps above for creating a New Certification.

5. Click the Check box that says Master Cert?

6. Click the Save button

7. Click on the Prerequisites tab.

8. Click the Add New Prerequisites button

9. Select a prerequisite and click the Update button. Repeat this for each prerequisite.

Quick Letters for Certifications

Quick Letters provide a quick and easy way to send out a communication to recipients or applicants for a certification. In order to send out a Quick Letter, use the following steps:

1. From the Main Menu select Membership | Master Certification List.

2. Use the QuickFind button to configure a query to locate the intended recipients of the QuickLetter.

3. Click the Send QuickLetter button.

   

4. Select the QuickLetter template to use.

   

5. Click the Continue button.

Tracking CEUs for Events

Continuing education credits are generally granted in relation to an event such as a meeting, training opportunity or conference. CEUs can be assigned automatically based on event registration and attendance.

Entering CEUs for an Event

1. From the main menu drop downs, select Services | Events.

2. From the event listing, click on the EventCD to open the Event Notebook.

3. From the Notebook, select the Certifications tab.

4. To this list, add the Certifications available for this event.

5. Click the Add New Certification button.

   

6. Enter the information for the Certificate.

   1. Certification CD: Select the Certification to add from the drop-down. Do not select the Master Level Certification.

   2. Core Hrs: Enter the number of hours provided by this event that are in the category of Core Hours.

   3. Ethics Hrs: Enter the number of hours provided by this event that are in the category of Ethics Hours.

   4. Child Hrs: Enter the number of hours provided by this event that are in the category of Child Hours.

   5. Access Hrs: Enter the number of hours provided by this event that are in the category of Access Hours.

   6. Start Date: Enter the appropriate date.

   7. Please note – these category fields can be customized.

7. Click the Update button to save the information.

Certification Tracking and Maintenance

Contacting Certified Individuals

You can contact groups of individuals about certifications by creating an individual query and an individual list based on the criteria you are interested and using Individual Quick Letters to send your message.

To create a query regarding Certifications:

1. From the main menu drop-downs, select Membership > Individuals.

2. Click the Power Query button to open the window to create a detailed and refined search.

3. Scroll to the Certification section. (Please note, the Master Certification section is separate if that is your intended audience).

4. From the section, select the search criteria, and click search.

   

5. From the search results, select the individuals to email and select the Send QuickLetter button.

6. Choose the template to use, and then click the Continue button.

   

7. Enter the “From” information for the email as well as the subject line and the click Send QuickLetters.

   

Creating the Master Certification for an Individual

A Master Certification record must be created for each individual for whom CEUs are being tracked in a defined time period. To enter a Master Certification:

1. Open the Individual Notebook.

2. Click the Master Certification tab.

3. Click the Add Master Certification button.

4. Select the appropriate Master Certification from the display.

5. You will be prompted to check out or view cart.

6. Click Check Out (if you do not need to purchase any additional items for this individual).

7. Confirm the information on the checkout page and then click the Create Invoice button.

8. Click View Invoice to print or PDF the invoice.

Tracking Certifications for Your Events

Certification or CEUs that count towards certifications are offered as part of events. In order to track these certification hours:

Info

This feature is frequently customized by clients during implementation. If your installation does not seem to follow the procedure outlined here, please contact your primary analyst.

1. Register the individual for the event using the standard registration process.

2. After the event is complete, open the Event Notebook.

3. Click the Registration tab.

4. Update the attendance for the event. If a majority of the registered attendees showed for the event, then click on the Mark drop-down and select “Mark All Attended.” You can then click on the individuals who did not attend and update them using the same drop-down.

5. During the Event set up, the Certification should be configured for the event and the functions at the event that provide hours.

   1. To confirm the set up, from the Event Notebook, click on the Functions tab.

   2. Select the Function to check/edit and click the Edit Function button.

   3. Click on the Certifications tab.

   4. Review the Certification provided. If you need to add one, use the Add New Certification button.

6. Certification hours should be credited in CV Pro when the registrant is marked as Attended.

Tracking Certifications for Outside Events or Non-Event CEUs

For events that are not hosted or run by your organization, you will not need to register the individual for an event. Instead, the Certification hours can be added manually via the Individual Notebook. To do so, use the following steps:

1. Open the Individual Notebook.

2. Click the Certifications tab.

3. Click the Add Education Credits button.

4. Select the category of education hours from the Certification CD drop down.

5. Enter the date of the hours in the Cert. Date field.

6. Enter the hours in the appropriate field in the Test/Credit section along with any additional information.

7. If any action items need to be created, enter the information in the Tracking and Routing section.

8. Click the Add Certification Record button.